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Posts Tagged ‘common services

Accounting in the Web with Sage 300

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Introduction

We are just rolling out Sage 300 2016 which includes Web versions of Common Services, Bank Services, Tax Services, General Ledger, Accounts Receivables and Accounts Payables. The focus of this release isn’t on a new flashy portal with flashy KPIs (although we do have those) or other new technology enabled functionality. The focus is on the core Financial Accounting functionality; on entering financial accounting documents into the system and providing the key reports that go along with these.

This is the first of a series of releases that will translate the Sage 300 product line to a new Web based technology platform. It will move all the functionality of Sage 300 to this platform and use this new platform to add newer technologies and functionality.

This article is meant to give a quick overview and flavor for what you will see in our new Web UIs.

Common Services

A lot of Common Services are screens that enable functionality through the rest of the product. For instance the Optional Fields setup UI is present and is used to configure Optional Fields that then appear in so many other places. There are the usual basic common setup UIs for Company Profile and Calendar Services.

cs2000

Bank Services is a part of Common Services and it provides a centralized place to manage your bank accounts. Reconcile bank statements and enter various bank related items like service charges. It also provides a common check printing UI for other applications to use when printing checks.

bk1000

Tax Services is another part of Common Services that lets you configure your sales taxes in a single place and then they are used everywhere that involves sales taxes. You will see the full tax services support though out many Web UIs.

tx1000

Sage Payment Solutions (SPS) is also configured from Common Services. We fully support Sage Payment Services for taking credit cards in A/R as part of this first release. We integrate to the Web versions of the SPS screens to take and process credit cards. As before no credit card information is stored in the Sage 300 database, its all handled by the SPS screens and saved in the SPS vault.

py1000

Although they aren’t supported by their own screens there is a lot of common functionality that goes across all the modules like Import/Export, Finders and processing custom Crystal reports. These are all present in the new Web UIs as well.

All these screens fully support multi-currency and fully honor Sage 300 security.

General Ledger

This module offers all the standard G/L screens. From here you can define your G/L Account structure, create and maintain your G/L Accounts and enter your G/L Journal Entries. Generally everything is G/L is based on fiscal year and period (which we provide a specialized control to enter) and allows you to follow GAAP rules exactly.

gl1000

Accounts Receivable

Here you have all the screens to setup and maintain you’re A/R sub-ledger. You have screens to enter and maintain Customers. There are the main document entry screens of Invoice Entry and Receipt Entry. There is integration to SPS for credit card transactions. There is retainage accounting, optional fields, sales tax calculations and all the rich functionality you are used to.

arreceipt

Accounts Payable

Here you have all the screens to setup and maintain you’re A/P sub-ledger. You have screens to enter and maintain Vendors. There are the main document entry screens of Invoice Entry and Payment Entry. You can track vendor account and transaction details on screen and on printed reports. Accounts Payable produces the reports you need to avoid late payment charges, secure vendor discounts, and match cash requirements to cash resources. There is tight integration to Bank for printing and tracking checks.

appayments

Summary

Hopefully you will try out our new Web technology for the Sage 300 UIs. This moves Sage 300 to a fully supported technology platform that continues to evolve quickly. This first release offers lots of functionality across all of Financial Accounting with new releases coming quickly to provide the rest.

If you remember our last UI transition from CA-Realizer to VB6, you will see that this one is happening at a much quicker pace.

Since the Business Logic is still the same as the existing product, you know that this is a very full featured and robust set of accounting functionality that has been in use at a great many companies for quite a few years now.

For more information check out the online help at: http://help.sage300.com.

 

 

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Using the Sage 300 .Net Helper APIs

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Introduction

The main purpose of our .Net API is to access our Business Logic Views which I’ve blogged on in these articles:

An Introduction to the Sage 300 ERP .Net API
Starting to Program the Sage 300 ERP Views in .Net
Composing Views in the Sage 300 ERP .Net API
Using the Sage 300 ERP View Protocols with .Net
Using Browse Filters in the Sage 300 ERP .Net API
Using the Sage 300 .Net API from ASP.Net MVC
Error Reporting in Sage 300 ERP
Sage 300 ERP Metadata
Sage 300 ERP Optional Fields

However there are a number of simple things that you need to do repeatedly which would be a bit of a pain to use the Views every time to do these. So in our .Net API we provide a number of APIs that give you efficient quick mechanisms to access things like company, fiscal calendar and currency information.

With Sage Summit 2014 just a few weeks away (you can still register here), I can’t pre-empt any of the big announcements here in my blog (as much as I’d like to), so perhaps a bit of an easier .Net article instead. For many these examples are fairly simple, but I’m always getting requests for source code, and I happen to have a test program that exercises these APIs that I can provide as an examples. This program was to help ensure and debug these APIs for our 64 Bit/Unicode version which might indicate why it tends to print rather a strange selection of fields from some of the classes.

Sample Program

The sample program for this article is a simple WinForms application that uses the Sage 300 ERP API to get various information from these helper classes and then populates a multi-line edit control with the information gathered. The code is the dotnetsample (folder or zip) located in the folder on Google Drive at this URL. The code is hard coded to access SAMLTD with ADMIN/ADMIN as the user id and password. You may need to change this in the session.open to match what you have installed/configured on your local system. I’ve been building and running this using Visual Studio 2013 with the latest SPs and the latest .Net.

dotnetsample

The Session Class

The session class is the starting point for everything else. Besides opening the session get establishing the DBLink, you can use this class to get some useful version information as well as some information about the user like their language.

The DBLink Class

From the session you get a DBLink object that is then your connection to the database and everything in it. From this object you can open any of our Business Logic Views and do any processing that you like. Similarly you can also get quick access to currency and fiscal calendar information from here. Of course you could do much of this by opening various Common Service Views, but this would involve quite a few calls. Additionally the helper APIs provide some caching and calculation support.

The Company Class

Accessing the company property from the DBLink object is your quick shortcut to the various Company options information stored in Common Services in the CS0001 View. This is where you get things like the home currency, number of fiscal periods, whether the company is multi-currency or get address type information. Generally you will need something from here in pretty much anything you do.

The FiscalCalendar Class

You can get a FiscalCalendar object from the FiscalCalendar property of the DBLink. In accounting fiscal periods are very important, since everything is eventually recorded in the General Ledger in a specific fiscal year/fiscal period. G/L mostly doesn’t care about exact dates, but really cares about the fiscal year and period. For accurate accounting you always have to be very careful that you are putting things in the correct fiscal year and periods. In Common Services we setup our financial years and fiscal periods assigning them various starting and ending dates. Corporate fiscal years don’t have to correspond to a calendar year and usually don’t. For instance the Sage fiscal year starts on October 1, and ends on September 30.

This object then gives you methods and properties to get the starting and ending dates for fiscal periods, years or quarters. Further it helps you calculate which fiscal year/period a particular date falls in. Often all these calculations are done for you by the Views, but if you are entering things directly into G/L these can be quite useful. Some of the parameters to these methods are a bit cryptic, so perhaps the sample program will help with anyone having troubles.

The Currency Classes

There are several classes for dealing with currencies, there are the Currency, CurrencyTable and CurrencyRate classes. You get these from the DBLink’s GetCurrency, GetCurrencyTable and GetCurrencyRate methods. There is also a GetCurrencyRateTypeDescription method to get the description for a given Currency Rate Type.

The Currency object contains information for a given currency like the description, number of decimals and decimal separator. Combined with the Currency Rate Type, we have a Currency Table entry for each Currency Code and Currency Rate Type. Then for each of these there are multiple CurrencyRate’s for each Currency on a given date.

So if you want to do some custom currency processing for some reason, then these are very useful objects to use. The sample program for this article has lots of examples of using all of these.

Remember to always test your programs against a multi-currency database. A common bug is to do all your testing against SAMINC and then have your program fail at a customer site who is running multi-currency. Similarly it helps to test with a home currency like Japanese Yen that doesn’t have two decimal places.

Summary

This was just a quick article to talk about some of the useful helper functions in our Sage 300 ERP .Net API that help you access various system data quickly. You can perform any of these functions through the Business Logic Views, but since these are used so frequently, they save a lot of programming time.

Written by smist08

July 19, 2014 at 5:48 pm

Tables and Data Flow of the Sage 300 ERP System Manager Module

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This blog posting will be looking at the structure of some of the parts of the System Manager modules for the Sage 300 ERP product (previously known as Sage ERP Accpac). You can find the structure of the individual tables in the Sage 300 ERP Application Object Model (AOM), which must be viewed in IE. However this doesn’t tell you how the tables are related or how data flows from one table to another as you post various transactions. The System Manager tables consist of those of the mini-application modules that used to be bundled with System Manager (now just bundled with Sage 300 ERP). These include the 22 tables in Common Services, the 30 tables in Bank Services, the 9 tables in Tax Services and the 5 tables in G/L Sub-ledger Services. We’ll just look at a few interesting cases. Understanding these relationships can be especially important to people writing sophisticated custom reports or BI Views.

The main types of database tables in Sage 300 ERP applications can be categorized as:

  • Setup
  • Master Data
  • Data Entry
  • Data Processing
  • Periodic Processing

The System Manager tables contain information that is used in common by many of the main large Sage 300 ERP accounting modules like Account Receivable or Purchase Orders. The main concentration of tables is of the setup variety since these are setting up the company wide options and properties for the rest of the system.

Administrative Services keeps a few tables outside of the main database. Typically these are required to sign-on to the main database. These include the list of companies you can sign on to and the file with all the user ids and passwords. These are stored in a proprietary ISAM format derived from the old DOS based Accpac Plus database system.

A number of Currency and Security related tables are stored in the System Database. A System Database is shared by a number of Company Databases so that you can update this information in one place and have it used by many companies. The data in the System Database is replicated into each Company Database; so that when we are running we don’t need to do cross-database joins or open extra database connections to get this information. This way we get the advantages of sharing without the overhead of using extra database related resources.

Setup

There are many setup tables across the System Manager functions:

Bank Services

BKOPT (BK0010): Options.

BKTT (BK0003): Distribution Codes (formally known as transaction types).

BKTTX (BK0860): Bank Distribution Codes Tax Data.

BKDISTH (BK0445): Bank Distribution Set Headers.

BKDISTD (BK0440): Bank Distribution Set Details.

BKCCTYP (BK0240): Credit Card Types.

BKGLREF (BK0470): Bank G/L Integration.

Tax Services

TXAUTH (TX0002): Tax authorities.

TXCLASS (TX0001): Tax classes.

TXGRP (TX0003): Tax groups.

TXRATE (TX0004): Tax rates.

TXMATX (TX0902): Tax rate matrix. TXMATX controls interaction with TXRATE.

Administrative Services

A4WUSER (AS0003): Users. This is an ISAM file and not in the database.

A4WCUST (AS0004): Customization directories. This is an ISAM file and not in the database.

ASORGS (AS0020): Companies.

CSSEC (AS0001): Security groups. This is in the system database and cloned to all attached company databases.

CSAUTH (AS0002): User authorizations. This is in the system database and cloned to all attached company databases.

CSUICSH (AS0005): UI Cust. Profile Headers. This is in the system database and cloned to all attached company databases.

CSUICST (AS0006): UI Cust. Profile Details. This is in the system database and cloned to all attached company databases.

CSUSCST (AS0007):  User UI Customizations. This is in the system database and cloned to all attached company databases.

Common Services

CSCOM, CSCOM2 (CS0001): Company profile. (One view, two database tables).

CSFSC (CS0002): Fiscal calendars.

CSOPTFH (CS0011): Optional field headers.

CSOPTFD (CS0012): Optional field values.

All the currency tables are in the system database and cloned to all attached company databases.

CSCCD (CS0003): Currency codes.

CSCRT (CS0004): Rate types.

CSCRH (CS0005): Currency tables.

CSCRD (CS0006): Currency rates.

CSEUR (CS0010): Euro fixed conversion rates. This was only used during the transition period to the Euro. If the Euro falls apart, we may need one to transition out of the Euro.

CSSKTB (CS0030): Schedules.

Optional Details:

CSSKAP (CS0032): Schedule Application Links.

CSSKCB (CS0034): Schedules.

CSSKID (CS0036): Access to Scheduling.

Master Data

The only master data in System Manager is the always important Bank Accounts.

BKACCT (BK0001): Bank Accounts.

BKCUR (BK0002): Currencies.

BKFORM (BK0008): Check stocks.

BKACCT has many more detail views to do with checks, deposits, entries and NSFs; but, we’ll cover those in the following sections.

Data Entry

Reconcile Statements

Most documents like checks, deposits, NSFs, etc. actually come from the sub-ledgers. The Bank module is mostly to reconcile these once your bank statements come in. However you do need to enter Bank entries and to start you need to enter some manual checks and deposits to setup the Bank balances correctly. This section covers all the tables involved in the process of entering bank documents and reconciling them. In Bank nearly everything is a detail of BKACCT, so this appears again at the top.

BKACCT (BK0001): Banks.

BKTRANH (BK0845): Transaction Headers (can be withdrawal or deposit).

                BKTRAND (BK0840): Transaction Details.

BKENTH (BK0665): Bank Entry Headers.

                BKENTD (BK0660): Bank entry details.

BKDCI (BK0104): Direct clearing interface. Superview on top of BKTRAN to help the UI reconcile withdrawals and deposits.

Journal Entry

The entry function in G/L Sub-ledger Services handles the case of whether G/L is activated or not. Rather than sub-ledgers writing to G/L directly, they write to these views. Then sub-ledger services either writes these through to G/L, or if G/L isn’t present then it writes them to CSV files that can be imported into another G/L.

GPGLPO (GP0950): Transaction transfer. The superview stores data in the following views:

GPGLBB (GP0100): Subledger transactions.

GPGLBH (GP0120): Subledger entries.

GPGLBD (GP0110): Subledger details.

Data Processing

Bank has two big processing functions, namely printing checks and then posting reconciliations. Tax Services then has calculating sales tax and keeping sales tax records.

BKREG (BK0009): Check register. Sub-ledgers put the checks they want printed here, then printing of checks is done through an icon in bank BK5000 – Check print User Interface.

BKPOST (BK0101): Reconciliation posting.

BKJCTL (BK0020): Posting journal control.

BKJRNL (BK0011): Posting journal.

BKJTRANH (BK0655): Bank journal transaction header.

BKJTRAND (BK0650): Bank journal transaction details.

BKJENTH (BK0665): Entry posting journal header.

                BKJENTD (BK0660): Entry posting journal details.

BKJERR (BK0012): Posting journal errors.

TXCALC (TX0901): Tax calculation (low level engine).

TXDCALC (TX0910): Tax document calculation (higher level engine).

TXALLOC (TX0904): Tax allocation (superview).

TXAUDH (TX0011): Tax tracking.

TXAUDD (TX0012): Tax tracking details.

Periodic Processing

There are a set of superviews that perform various periodic processing functions. These Views typically don’t have tables behind them and perform maintenance type operations. Some of these include:

BKCLEAR (BK0103): Clear reconciliation posting journals.

BKDCHK (BK0100): Bank Integrity checker.

TXCLEAR (TX0903): Tax audit clearing.

TXDCHK (TX0990): Tax integrity checker.

ASINTCHK (AS0010): Admin Services Integrity Checker.

ASINTPR (AS0023): Data Integrity checker superview.

ASRST (AS0021): Restart Records. (Actually an ISAM file and not in the database).

CSDCHK (CS0009): Common Services Integrity checker.

GPGLFMT (GP0800): Segment substitution.

GPGLPE (GP0930): Transaction transfer.

GPDCHK (GP0099): G/L Sub-ledger Services Integrity checker.

Summary

Hopefully this blog posting provides a bit more insight into how the various System Manager modules operates and hopefully helps when you use them, interface to them or are creating custom reports.

 

Written by smist08

December 17, 2011 at 5:40 pm